How can we improve WHMCS?

We are longtime users of WHMCS and appreciate its comprehensive suite of features for billing, automation, and support management. However, we’ve been relying on third-party tools like Perfex CRM to bridge one critical gap: tracking sales against internal purchase/expense entries.

Here’s a brief overview of our current workflow and the feature we would like to request:

1. Sales Orders to Purchase Entry Mapping

Whenever a customer places an order in WHMCS, we manually create a corresponding purchase/expense entry in another system (e.g., Perfex CRM) to track costs associated with fulfilling that order. It would be extremely helpful if WHMCS natively supported this functionality—automatically logging a purchase/expense entry linked to the sales invoice or order.

2. Recurring Invoice Tracking for Renewals

For services like hosting and managed servers, we generate recurring invoices. It would be beneficial if WHMCS could also track these renewals as recurring purchase entries, making it easy to monitor both revenue and associated internal costs for each renewal cycle.

3. Employee Hours and Support Ticket Cost Analysis

Currently, WHMCS lacks visibility into internal task allocations—specifically:
• Which staff handled a support ticket
• How much time was spent
• How many hours are billed internally per task or service

We manage this through external CRMs, but a built-in option in WHMCS to log working hours per employee per ticket, and associate those hours with internal cost estimations, would bring immense operational clarity and reduce our dependency on third-party platforms.

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Proposed Feature Summary:
• Ability to create “Purchase Entry” records linked to client orders/invoices
• Support for both one-time and recurring (monthly/yearly) purchase entries
• Internal staff time tracking on support tickets, linked to billing or cost metrics
• Optional reporting module to compare sales vs internal cost (margin analysis)

This feature would make WHMCS a complete end-to-end solution for companies like ours, eliminating the need to duplicate records in other CRMs just for cost tracking.

We hope you’ll consider this enhancement in a future update. We’d be happy to discuss this in more detail if needed.

good

When the company starts to grow, it starts to have many customers, many employees, the complexity of management also increases.
It is extremely necessary to have management aligned with reality.

WHCMS is really good for managing recurring revenue, but unfortunately it lacks some basic business management aspects.
This is certainly one of these basic aspects.

Having a cash flow, for example, is essential to be able to make more accurate projections.

Yes please! Now that we don't have this functionality, we have to utilize another CRM in order to handle things mentioned above.

The currenct Transaction List is not working because you can place only Income/Expenses which are tied to existing client. It should be tied to "Partner" (or whatever) and as "Partner" it should consider both clients and also suppliers which i would be able to add manually. I'll present 2 situations we faced and made us consider that the current format is not useful enough. Solution is being suggested below.

Example #1:
Let's say i want to add the monthly expenses for cPanel. I'll have to add in the Description "cPanel September 2023". What happens though if an employee writes in the Description "cP-Sep23"? I won't be able to alocate all the payments i made to cPanel because the only way for it to work is to create a norm saying that "You must write the description exactly this way or you won't be able to find anything". You can't work this way.

Example #2:
Let's say 5 different suppliers for the SSL certificates i sell because each of them is giving me better prices on different SSL companies. The income from a SSL sale is getting into the system through the invoices. If i need to also add the expense of each SSL, i won't be able to do it because i'm being limited to either the Description of the expense or the Invoice. If i use any of these two, how am i going to search later what expenses i had on the SSLs from a specific supplier? The only feasible way for it to work is to keep an extremely strict and long form norm for the Description. Again, you can't work this way.

Solution:
In the "Add Transaction" panel there should ideally be 2 extra fields:
a) "Supplier" where i will be able to select the supplier. The field can be a drop down menu where i select the supplier from a list i have created earlier. This list must be able to be altered by my company which means that i must be able to add suppliers and also deleted other suppliers. If i'm not able to do that and it has pre-entered fields like "hosting, ssl, domains" only, then it's also of no use. With the Supplier field in place, i can attach any expense to that supplier without the need to write anything in the description or add any invoice. This way i would be very easily able to later check what i have paid to that supplier in X time.

b) "Group" where i will be able to select the pre-created Group. The Group does not necessarily need to be anything special. If it could work just like the Supplier field, i would be able to set any transaction to any Group i want. This way i can for example set the transactions A, E and Z to the Group "B Country". This way if i later search for Transactions within the Group "B Country", i'll get the transactions A, E and Z, no matter if those transactions are income or expenses. At the end, if i'm able to create more Groups, it would make our life a ton more organized.

Hope this helps identify the functionality that's missing.

Yes, very useful. And that an analysis of monthly, quarterly, semi-annual and annual earnings and expenses could be made. In addition to making projections for the future, based on recurring costs and earnings, but on earnings the warning is just a forecast.

Right now I am only able to pull a Report from WHMCS and calculate all of the Income generated over the year. It would be great to be able to input a list of all business Expenses and be able to see a breakdown of all Expense Category totals. This would help most especially for tax purposes. There are several 3rd party modules out there already that do this (poorly) and they rarely keep up to date or provide good/detailed reporting that is functionally necessary.

1) Expense module should be able to list the following in a Report:
Date of Transaction, Vendor, Expense Category, Payment Method, Transaction ID/Reference, Amount, Associated Client.

2) Expense module should also be able to provide Expense Category Totals in a Report

3) It would also be great if we could mass load all Expenses using a .csv template. I can right now format all of my credit card transactions, bank transactions, and paypal transactions into excel. It would be amazing if I could just upload them all at once instead of having to enter in manually.

Hello
We hope to add soon
thank you

Can you make this happen, also if possible, I would like to be able to add an expense attached to a product or service offering so this way it's easier to know when a customer buys a service how much it's going to cost as a reseller and it can calculate the cost per month.

Yes, a simple list to track Expenses and provide Categories would be most helpful when doing Taxes at the end of the year.

Please.

Hi,
Can't you use the Transactions options and add (sadly manually) the Amount Out or Fees?

Need this!

very important

Agreed !